BillingBot Documentation

Ready to Invoice is the heart of BillingBot: here you import charges from your cloud distributor (Pax8, Ingram CloudBlue, ITCloud, Twilio, or a CSV file), review and correct them, and send them to HaloPSA as invoice lines for your client...

Last updated 24 days ago

Ready to Invoice is the heart of BillingBot: here you import charges from your cloud distributor (Pax8, Ingram CloudBlue, ITCloud, Twilio, or a CSV file), review and correct them, and send them to HaloPSA as invoice lines for your clients. The goal is to turn your monthly licensing and cloud consumption billing from hours of manual work into a guided flow that takes minutes.

Ready to Invoice main screen — Ready to Invoice main screen with charges imported for the period.

New to BillingBot? Start with Getting Started: create your tenant — the full onboarding, with every configuration option explained.

The monthly flow in 5 steps

Import — In Ready to Invoice, select the integration and the period, then load the charges. BillingBot first syncs the product catalog and then downloads the charges for the period.
Map — Link each distributor company to its company in Halo, and each product to its Halo product. Lines with pending mapping are marked in red; tools like Products without SKU and Bulk Mapping of Recurring Invoices speed up this step. This work is heaviest in the first month; after that, BillingBot remembers the mappings.
Review and correct — Adjust individual lines (Edit Invoice Line), exclude anything that shouldn't be billed, or reassign charges to another company when a client absorbs another client's charges.
Send to HaloPSA — Queue the charges and confirm them from Send Charges to HaloPSA. If multiple lines compete for the same destination, BillingBot will ask you to resolve the ambiguities before sending.
Verify — Check the sending result (invoices created or updated per client) and, if something failed, the details in Sending Errors.

Key concepts

Concept	What it means
Integration	The source of the charges: Pax8, Ingram CloudBlue, ITCloud, Twilio, or CSV. Configured once on the Integrations screen.
Period	The billing month whose charges are imported and processed.
Mapping (Mapped)	The link between a distributor company/product and its equivalent in Halo. An unmapped line cannot be sent.
Recurring invoice	The Halo invoice generated each month for a client; BillingBot adds the charge lines there.
TCO (Track Cost Only)	A line that only records internal cost: it is not billed to the client but is kept for margin tracking. Set for one line and month, for a client, or for every client — see the levels.
Excluded	A product marked not to be billed. It is decided either for one client or for every client, and the decision is remembered from one month to the next — it is not a one-off change to this period's line. View excluded rows by checking the "Excluded" box.
Client record	One distributor company linked to one PSA client, with its own invoice settings. A distributor company belongs to exactly one record; a PSA client can hold several, one per distributor company. See Client Management.

Dashboard

Billing metrics and comparisons, plus the overall health of your billing process.

Ready to Invoice screens

Ready to Invoice

The main screen: import charges, review them by company or by line, and prepare the sending.

Send Charges to HaloPSA

Final review of packages and lines, and confirmation of the sending to Halo.

Assign Halo Invoice

Link a client to an existing Halo invoice instead of creating a new one.

Products without SKU

Create or assign Halo products for lines that arrived without an associated product.

Bulk Mapping of Recurring Invoices

Assign the recurring invoice for several companies at once.

Change Recurring Invoice

Move selected lines to another recurring invoice for the same client.

Reassign Charges

Move a product's charges from a source company to a destination company.

Create and assign groups to organize the lines of a recurring invoice.

Edit Invoice Line

Correct company, product, prices, quantities, and overrides for a line.

Resolve Ambiguous Lines

Decide which recurring invoice line each charge corresponds to when there are multiple options.

Invoices created or updated per client after a successful send.

Details of the errors returned by Halo when a send fails.

Pax8 Source Lines

Read-only view of the distributor lines that originated an invoice.

What the trial mode limit notice means and how to activate your subscription.

AutoTask / Contracts

Ready To Contract

The main screen for AutoTask tenants: review charges and get them ready to send to contracts.

Send Charges to AutoTask

Final review and confirmation before sending charges to the AutoTask contract.

Contract History

Contract charges already sent to AutoTask, with backups and reversal.

Integrations

Connect and manage your data sources: Pax8, Halo, Twilio, Ingram, ITCloud, or CSV.

Configure Credentials

Credentials and settings for each integration.

Pax8 Connection (OAuth2)

Authorize and renew the secure connection to Pax8.

Universal CSV

CSV Integrations

Create an integration record per file format and upload each month's data.

The upload window, field mapping, and saving charges.

Ingram Micro

Ingram Micro Billing

Review Ingram Micro orders and charges and send them to Halo.

Invoice History

Processed Invoices

History of invoices sent to Halo, by period.

Review the lines of an already processed invoice.

Backups & Reversal

Restore the previous state of a recurring invoice in Halo.

Client Management

Client list and their billing mappings.

Billing properties of a client.

Map Client to Halo

Link a distributor company to its Halo company.

Map Client to Integration

Link a client to its source company.

Assign Recurring Invoice

Set the target invoice for monthly charges.

Map Client to AutoTask

For tenants whose target PSA is AutoTask.

Assign AutoTask Contract

Target contract for charges in AutoTask.

Product Management

Imported catalog and its mapping status.

Pax8 → Halo Products

Mapping records between catalogs.

Map Product to Halo

Find or create the matching product in Halo.

Edit Product Mapping

Adjust a product's mapping and properties.

Edit Pax8 → Halo Product

Fix an existing mapping record.

Halo Product Groups

Create groups, change a product's group, and browse by group.

Map Product to AutoTask

For tenants whose target PSA is AutoTask.

Charge Mappings

Charge Mappings

View and manage charge reassignments between companies.

Settings

Tenant Settings

Billing options and general account parameters.

Team Management

Invite teammates, manage members and roles.

Pricing

Pricing Resolution Guide

How Unit Price and Unit Cost are determined: Price/Margin/Cost Override, examples, and comparison table.

Where do I find…?

I want to…	Go to…
Import this month's charges	Ready to Invoice → select Integration and Period → "Load Data"
Know why a line shows in red	Ready to Invoice → "Mapped" column (company or product mapping is missing)
Bill a product's charges to another client	Reassign Charges
Bill two distributor companies to the same PSA client	Clients
Correct a price before sending	Edit Invoice Line
Send everything to Halo	Ready to Invoice → Actions → "Queue Charges for HaloPSA" → Send Charges to HaloPSA
See which invoices were created in Halo	Sending Result or the "Processed Invoices" screen in the side menu

Sending actions to HaloPSA create or modify real invoices in your Halo instance. Always review the totals per company before using "Send to HaloPSA".

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